*This will bring up additional fields. If they are paying by credit card, put in credit card number, expiration date and amount of charge.

*This will bring up additional fields. If they are paying by credit card, put in credit card number, expiration date and amount of charge.

−

 The amount of the charge will always be what they have indicated on their form, regardless of what the system shows.

+

*The amount of the charge will always be what they have indicated on their form, regardless of what the system shows.

−

 Authorized Field – leave blank.

+

**Authorized Field – leave blank.

−

 Name on Credit Card Field – It will automatically populate with the attendee’s name. If the cardholder is different, please change to appropriate name.

+

**Name on Credit Card Field – It will automatically populate with the attendee’s name. If the cardholder is different, please change to appropriate name.

−

 If they are paying by check, put in check amount followed by the appropriate pay code (see codes).

+

**If they are paying by check, put in check amount followed by the appropriate pay code (see codes).

−

 If they are paying by purchase order, enter in the PO number in the Ref/PO field and do not put in any dollar amount.

+

**If they are paying by purchase order, enter in the PO number in the Ref/PO field and do not put in any dollar amount.

+

CHECK CODES – For payment screen:

CHECK CODES – For payment screen:

−

L = LIBRARY CHECK

−

S = SCHOOL CHECK

−

C = COUNTY/CITY CHECK

−

D = PERSONAL CHECK

−

U = UNIVERSITY CHECK

−

O = ANY OTHER TYPE OF CHECK.

+

'''L = LIBRARY CHECK

+

+

'''S = SCHOOL CHECK'''

+

+

'''C = COUNTY/CITY CHECK'''

+

+

'''D = PERSONAL CHECK'''

+

+

'''U = UNIVERSITY CHECK'''

+

+

'''O = ANY OTHER TYPE OF CHECK.'''

+

+

+

'''Never record over any payment or purchase information listed in first screen.'''

+

+

If something is recorded in the first screen, click on '''“MORE PAYMENTS”''' and record additional payments.

+

Source code will change based on the meeting and how the information was received.

+

+

'''If you make a mistake (i.e. record payment in wrong batch), do not remove payment, click on more payments and record as a negative transaction with the word “ERROR” in the Check/CC field.

+

'''

+

+

+

''' ADDRESS SCREEN'''

+

+

+

'''

+

Go to the Address Screen''' – This screen is where they want there badge materials mailed. If the information that is currently listed is correct, you can skip this screen, but usually you will need to make some adjustments to the information. Please note the following maximum field lengths for each of these fields:

+

'''A. Company name:''' Only one line – 30 characters max.

+

+

'''B. Title''' – 30 characters max.

+

+

'''C. Address 1:''' 30 characters max.

+

+

'''D. Address 2''': 15 characters max.

+

+

'''E. City''': 30 characters max.

+

+

'''F. State''': 2 characters max.

+

+

'''G. Zip''' – 10 characters max.

+

+

'''H. Country''' – 25 characters max.

+

+

'''If information is going to their home address, remove company name.'''

+

+

+

'''OTHER SCREEN'''

+

+

+

This screen is used for anyone needing special assistance, for those that indicate special needs including dietary restrictions. Please add the following information when applicable:

+

+

::'''A.''' If individuals require special assistance or dietary, put a check in the box marked “special needs” – and indicate in the memo field above, what they require.

+

+

+

'''BADGE SCREEN'''

+

+

*This screen is used for name badge production.

+

*This screen is automatically populated from the address screen.

+

*If the name fields are different, update the badge name First and Last only

+

*If they would like a middle initial or they have a hyphenated name, use only the first or last name field to achieve this.

+

*Click on the field to the right of the INFORMAL FIELD and back tab into the informal field

+

*Remove the name in the informal field (this field should be blank) only records received over the internet use this field.

+

*Remove Title

+

*You will need to update the company name field – again keeping in mind the maximum character length is 30 characters.

+

**Remove the street address lines

+

**Update city and state

+

**Remove zip code

+

**Update Country if other than US.

+

+

*Click on overview

+

*Click '''save''' to complete the record.

+

*Your Record is now complete.

+

*You must close the meeting registration window for that individual by using the close or “x” at the top of the window.

+

+

+

'''DEMOGRAPHIC SCREEN - Midwinter and Annual Conference Only

+

'''

+

+

Click on meeting demographics tab located on the upper right section.

+

*Put in the demographic information.

+

*If they do not want exhibitor mail, put a check in the box

+

*Click save.

+

+

'''This is the end of the data entry process. Once you have completed your registration, you will need to run an edit report for quality control purposes.'''

+

+

+

'''RUNNING A BATCH EDIT'''

+

+

*Click on Events in the upper section

+

*Generate Reports

+

*Custom Reports

+

*Meeting Registration Info by batch

+

*Click Run

+

A Parameter box will open.

−

Never record over any payment or purchase information listed in first screen. If something is recorded in the first screen, click on “MORE PAYMENTS” and record additional payments. Source code will change based on the meeting and how the information was received. If you make a mistake (i.e. record payment in wrong batch), do not remove payment, click on more payments and record as a negative transaction with the word “ERROR” in the Check/CC field.

STEP ONE: OPENING A BATCH

Batches are created by date, and there will be multiple batches for each date. The batch numbers always begin with the
year/month/day followed by the next batch number available for that date.

Each registration batch has a green or blue control sheet attached to it.

You will need to open the batch listed in the top right corner of the control sheet. In order to do this:

Click on A/R Cash icon

Click on Manage Batches

Click open

Type in batch number listed on transaction sheet

On the left hand side you will notice a number of different batches.

To locate your batch, click on the word open or find and type in your batch number next to the word Batch, hit enter.

Once you have located your batch, reconfirm that the control amount matches the total amount on your control sheet.

Close the window by clicking on the X

Your batch is now open and ready for entry.

STEP TWO: LOCATING INDIVIDUAL RECORDS:

Most individuals will probably have a record in the Name Maintenance database (which is our main database).
To begin the data entry process, you must first try and locate this individual in our database.
There are few ways you can search for an individual.

Press Ctrl F or click on Find in the Customer Window to bring up name search

To Search by name, tab down to the name section and put in the individuals last name, First name.

If the individual gives you their membership ID number, you can input that number in the search field of the Find screen and press enter. The system will give you a list of individuals that meet your criteria.

Once you have located the individuals record, you want to verify that this is in fact the correct individual, by reviewing their address information.

DO NOT CHANGE ANY OTHER INFORMATION IN THEIR NAME MAINTENANCE RECORD, unless it is a former (begins with X), PM or WEB record.

UNABLE TO LOCATE RECORD

If an individual does not have a record in our database, you must create one.

If they are affiliated with an organization, you must first locate the Organizational record.

Click on Find, under the search method “Only Org” type in the name of the Organization.

You will be looking for Organization records with member type PO, L1-L6, and XL.

Typically there are a number of organizational records for a particular organization.

You will need to search the records until you are able to match the address with the address listed on the registration form.

Once you have located that Organization record, you will need to right down the organization ID number listed on the record.

Next you will need to create a new record for the individual.

From the Customer, click on new.

The Member type will always be “PM”

Input the person’s name

Under ORG ID – input the ID number you recorded previously. Once you tab from that field, all of the address information from the Organization record will populate the address fields.

Update the telephone number, fax number, and email address

Click Save or Alt+S to save the new record

You have now created a new record for this individual; the system will automatically assign a member ID number.

ALA MEMBERSHIP
Members of ALA are entitled to a 12-month membership. In the status box of the customer record is the membership expiration date. In addition to membership in ALA, individuals may join any one of ALA’s 11 divisions. When processing registrations, you must verify ALA and or Divisional membership if applicable. To verify divisional membership, click on the “Billing tab” in the lower section of the customer screen.

STEP THREE: VERIFYING MEMBERSHIP:

Before you are able to process an individual’s registration, you must verify their membership status, and expiration date if they are requesting member rates.

Check type in the Customer Record – located at the top of the screen.

Any registration beginning with P, X, or WEB – are considered non-members.

If the type is PO – this is considered a Prospective Organization and cannot be used for any individual.

Records where there is no name in the name field are considered organizational records and cannot be used for any individual.

Verify that the status box is active, if there is a “Deleted” in the status screen, you cannot use this record. This box is located next to the Member type box on the Customer Window.

Check the paid thru date listed on the status screen – Individuals will receive a 30 day grace period on registration. Individuals within their grace period are entitled to the member rate.

Click on the billing tab to verify divisional membership status.

Look for Divisional member code – (SEE CODES LISTED AT END OF THIS DOCUMENT)

Check status box next to divisional membership, status must be active. If there is a “D” listed, this means that they have dropped their divisional membership.

Check the paid thru date.

STEP FOUR: PROCESSING REGISTRATIONS:

Once you have located your registrant, and verified all membership information, you will need to process his registration.

Because the registration module is located in the same database, you will be transferring the information in the Customer window over to the meetings module.

Here is where you will edit the address information if necessary.

Click on Events using the lower label.

Verify that this person is NOT already registered for the Conference. If not, click on registration.

After you click register, click new, add the meeting code and tab.

The first time you start registering individuals each day, you will need to bring up your meeting code. Once you register the first person for the day, it will not be necessary to bring up your meeting code again.

Source Code – Type in how form was received, see individual cheat sheet for appropriate source codes.

Change class to appropriate registration category (see attached document). Those with an active membership will have an "M" in the class box.

The Status box is always left blank.

Double click on requested events

Change quantities as needed for events

PAYMENTS

Go to Payments – in Check/CC field type: Depending on form of payment you will type in one of the following options:

This will bring up additional fields. If they are paying by credit card, put in credit card number, expiration date and amount of charge.

The amount of the charge will always be what they have indicated on their form, regardless of what the system shows.

Authorized Field – leave blank.

Name on Credit Card Field – It will automatically populate with the attendee’s name. If the cardholder is different, please change to appropriate name.

If they are paying by check, put in check amount followed by the appropriate pay code (see codes).

If they are paying by purchase order, enter in the PO number in the Ref/PO field and do not put in any dollar amount.

CHECK CODES – For payment screen:

L = LIBRARY CHECK

S = SCHOOL CHECK

C = COUNTY/CITY CHECK

D = PERSONAL CHECK

U = UNIVERSITY CHECK

O = ANY OTHER TYPE OF CHECK.

Never record over any payment or purchase information listed in first screen.

If something is recorded in the first screen, click on “MORE PAYMENTS” and record additional payments.
Source code will change based on the meeting and how the information was received.

If you make a mistake (i.e. record payment in wrong batch), do not remove payment, click on more payments and record as a negative transaction with the word “ERROR” in the Check/CC field.

ADDRESS SCREEN

Go to the Address Screen – This screen is where they want there badge materials mailed. If the information that is currently listed is correct, you can skip this screen, but usually you will need to make some adjustments to the information. Please note the following maximum field lengths for each of these fields:A. Company name: Only one line – 30 characters max.

B. Title – 30 characters max.

C. Address 1: 30 characters max.

D. Address 2: 15 characters max.

E. City: 30 characters max.

F. State: 2 characters max.

G. Zip – 10 characters max.

H. Country – 25 characters max.

If information is going to their home address, remove company name.

OTHER SCREEN

This screen is used for anyone needing special assistance, for those that indicate special needs including dietary restrictions. Please add the following information when applicable:

A. If individuals require special assistance or dietary, put a check in the box marked “special needs” – and indicate in the memo field above, what they require.

BADGE SCREEN

This screen is used for name badge production.

This screen is automatically populated from the address screen.

If the name fields are different, update the badge name First and Last only

If they would like a middle initial or they have a hyphenated name, use only the first or last name field to achieve this.

Click on the field to the right of the INFORMAL FIELD and back tab into the informal field

Remove the name in the informal field (this field should be blank) only records received over the internet use this field.

Remove Title

You will need to update the company name field – again keeping in mind the maximum character length is 30 characters.

Remove the street address lines

Update city and state

Remove zip code

Update Country if other than US.

Click on overview

Click save to complete the record.

Your Record is now complete.

You must close the meeting registration window for that individual by using the close or “x” at the top of the window.

DEMOGRAPHIC SCREEN - Midwinter and Annual Conference Only

Click on meeting demographics tab located on the upper right section.

Put in the demographic information.

If they do not want exhibitor mail, put a check in the box

Click save.

This is the end of the data entry process. Once you have completed your registration, you will need to run an edit report for quality control purposes.